Your Waybook Is Live - Now Make It Better Every Week
You've built your Waybook, structured your knowledge, and started rolling it out to your team. Congratulations! Now comes the exciting part: watching how your team actually uses it and making it even better.
The teams that get the most value from Waybook don't just launch and hope for the best. They use their data to spot opportunities, make small improvements consistently, and build momentum over time.
This isn't about hitting perfect metrics or auditing your team. It's about understanding what's working, finding quick wins, and creating a culture where your Waybook keeps getting better.
What Does Momentum Look Like?
Before diving into reports, it helps to recognize the signs that your Waybook is gaining traction. These are the qualitative wins that matter most:
You're on the right track when:
New team members mention Waybook unprompted in their first week
People search in Waybook before asking questions in Slack or Teams
You overhear someone say "oh, that's in Waybook" in conversation
Team members start suggesting improvements to Documents
Managers reference Waybook in 1-on-1s and team meetings
People complete Documents without you having to chase them
Early momentum indicators in your data:
Login activity is increasing week-over-week (even if it's small growth)
Your core Documents are getting views every day
People are searching (which means they're trying to find answers in Waybook)
Completion rates are improving (even by 10-15%)
💡 Case Study:
Hale Law saves $60,000 annually with a dynamic, evolving Waybook -streamlining operations and ensuring long-term efficiency.
By the end of this module, you'll know how to:
Read your Reports to spot improvement opportunities
Find quick wins that boost engagement
Use feedback to make your content more effective
Understanding Your Reports Dashboard
Your Reports Dashboard provides a snapshot of how your Waybook is performing. Here are the key sections and what to look for:
Document Performance
See the overall health of your content library with a snapshot of published versus draft Documents and total engagement.
What it shows:
Pie chart of published vs. draft Documents
Total Document views
Total Step views
✨ Quick win:
If you have lots of drafts sitting unpublished, that's content your team can't use yet. Prioritize publishing your most valuable drafts this week.
Team Activity
See your top performers, overall engagement health, and how your team is progressing through content.
What it shows:
Top 3 most active members
Top 3 badge earners
Overall engagement %
Average doc completion % across the team
✨ Quick win:
Recognize your top performers publicly - share badge wins in team meetings. If the average completion % is lower than you'd like, click through to Members Breakdown to see who might need support.
Search and Ask Data
See search volume and AI interactions over the last 28 days.
What it shows:
Total number of searches
Answer Rate % (how often searches returned results)
Graph showing Search vs. Ask Question activity over time
✨ Quick win:
We'll dig deeper into Search Insights below - it's one of your most valuable data sources for finding content gaps.
Two Reports For Quick Wins
While the dashboard gives you an overview, these two reports are where you'll find your biggest optimization opportunities:
Progress Matrix: See Where People Are Stuck
The Progress Matrix shows you completion status across all Documents for all team members at a glance.
How to read it for opportunities:
Look for patterns, not individuals
If 80% of people haven't completed a specific Document, that's a content issue, not a people issue. The Document might be too long, unclear in value, or not actually necessary.
Check new hire progress
Are they moving through onboarding smoothly? If they're consistently stuck on the same Document, that Document needs work.
Study your winners
Documents with high completion rates are doing something right. Are they concise? Clearly valuable? Well-formatted? Apply those lessons to struggling Documents.
Quick wins from Progress Matrix:
Identify one Document with low completion and break it into smaller, more digestible pieces
Find one new hire who's stuck and reach out to see what they need
Celebrate one Document with high completion and figure out why it works
Search Insights: Find What's Missing
Your team's search behavior tells you exactly what they need. Search Insights is where you find your biggest content gaps.
What to focus on:
Zero-result searches are pure gold. When someone searches and gets no results, they're telling you exactly what they need but can't find. Common reasons:
Content exists but uses different terminology (they search "refund process," you titled it "returns policy")
Content doesn't exist yet (genuine gap in your knowledge base)
Content is buried in a larger Document (needs to be its own searchable piece)
Top searches show you what's most critical to your team's daily work. Make sure these Documents are easy to find and comprehensive.
Ask data shows questions your team has asked the AI. Poor ratings tell you where content needs improvement.
Quick wins from Search Insights:
Review zero-result searches from the last 7 days
Pick the easiest one to fix - either rename existing content or create something new
Check your top 3 searches - are those Documents easy to find in your Waybook's structure?
🚀 Activation Challenge:
Right now, find one zero-result search you can fix in 30 minutes. Then fix it. This single action could save your team dozens of future searches.
Your First 90 Days: Where to Focus
Don't try to optimize everything at once. Here's what to focus on at each stage:
Days 1-30: Build the Habit | Days 31-60: Smooth the Journey | Days 61-90: Build Momentum |
Focus: Getting people in and exploring | Focus: Making completion easier | Focus: Encouraging repeat usage |
Is your team logging in? | Where are your team members getting stuck? | Are team members returning to Waybook? |
Are key Documents getting views? | Which Documents take too long to complete? | Is search volume increasing? |
Any obvious search gaps? | What feedback are you getting? | Are team members suggesting improvements? |
Quick Wins:
| Quick Wins:
| Quick Wins:
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💡 Waybook Tip:
Progress compounds. A 5% improvement every week means your Waybook is 12x better in 90 days. Small, consistent wins beat big sporadic changes.
Building a Feedback Culture
The fastest way to improve your Waybook is to listen to the people using it. Waybook's Feedback feature makes this incredibly easy - readers can rate individual Steps as positive, neutral, or negative, and add comments to explain their input.
Why this matters: When someone rates a Document poorly, they're telling you exactly where to improve. This structured feedback shows you which content is working and which needs attention.
How to encourage feedback:
Let your team know they can leave feedback on any Step by clicking the Feedback option while viewing
Check your Document Manager regularly to see which Documents have feedback
Assign Document Owners so the right people get notified when feedback arrives
Close the loop: When someone gives feedback, act on it and tell them what you changed. Even just acknowledging "Updated the vacation policy based on Sarah's feedback" shows that feedback matters and encourages more of it.
For deeper collaboration: Use Comments (the speech bubble icon) for real-time discussions between editors when refining content together.
Want to learn more? Check out our guide on Collaborating on Content with Feedback and Comments.
When You Need More: Advanced Reporting Features
As you get more comfortable with the basics, Waybook's Reports offer deeper capabilities for specific needs:
Creator Insights helps if you have multiple content owners - see who owns what, what's in review, and where bottlenecks are.
Audit Log provides a timeline of all actions - valuable for compliance or troubleshooting unexpected changes.
Email deliverability tracking ensures your notifications are reaching people.
Learning paths progress shows how people move through structured journeys.
Custom exports let you pull data into spreadsheets or presentations for leadership.
Want to explore all of Waybook's reporting features? Check out our comprehensive Reports feature guide for detailed walkthroughs of every report type and export option.
🏆 Congratulations!
You've Completed the Getting Started with Waybook Course.
You now have a framework for reading your data, spotting opportunities, and making your Waybook better every week.
The teams that succeed with Waybook aren't the ones with perfect metrics from day one. They're the ones who pay attention, make small improvements consistently, and use their data to guide what to fix next.
Your Waybook will keep getting better as long as you keep this rhythm going:
Check your data weekly
Celebrate momentum and wins
Fix one thing based on what you learn
Listen to feedback and close the loop
Track your improvements over time
You've built something valuable. Now keep making it better.
Need help spotting opportunities in your data or figuring out what to improve next? Our customer success team loves helping teams turn insights into action. Reach out anytime and we'll help you find your next quick win!